Using duplicate file names in Studio Server

When adding a file to Studio Server, it needs to be made part of the structure that has been set up in the system. This is done by assigning it to a Brand and optionally an Issue.

Furthermore, a file can be added to one or more Dossiers and one or more Tasks.

Various scenarios exist in which the name of the file that is added is identical to the name of a file of the same type that already exists in that location.

When this is the case, Studio Server performs one of the following actions:

It allows file names to be duplicate and saves the file using the entered name

It forces you to enter a unique name

It automatically saves the file and makes it unique by adding a postfix to the file name

Issues, Dossiers and Tasks

Which of the 3 actions is performed depends on:

Whether or not the file is added to an Issue

Whether or not the file is added to a Dossier or Task

Whether or not the file is one of the following types:

Dossier

Dossier template

Article template

Layout

Layout template

Layout Module template

InDesign Library

The rules

Rule #1: When adding a file to an Issue, it may not have the same name as a file of the same object type that is already assigned to that Issue

However, this only applies if the file is of one of the following types:

Dossier

Dossier template

Article template

Layout

Layout template

Layout Module template

InDesign Library

For all other files types, files of the same type and with the same name can be uploaded to the same Issue.

Examples:

1. A layout named 'my-layout' is assigned to Issue 'A'. When assigning the same or another layout named 'my-layout' to Issue 'A', this is denied.

2. An image named 'my-image' is uploaded to Issue 'A'. When uploading the same or another image named 'my-image' to Issue 'A', this is allowed.

3. A Dossier named 'Story 1' is created in Issue 'A'. When uploading a layout named 'Story 1' to Issue 'A', this is allowed.

Note: By 'file type' we mean the groups of file types that exist in Studio Server, such as articles, images, audio files, and so on. This means that uploading an image in JPEG format is handled the same as uploading an image in PNG format because they both belong to the same file type group, namely 'image'.

The reason for not allowing duplicate names for the mentioned file types is that such files are directly related to a particular story. A Dossier for example represents a unique story, and having multiple Dossiers with the same name within the same Issue would not make sense because it would imply that the Dossiers are about the same story.

Rule #2: When a file is added to a Dossier, Dossier template or Task, it is automatically renamed if a file of the same type and the same name already exists in that location

This automatic renaming is done by Studio Server by adding a numeric postfix to the file name (such as '_0001').

Example:

A typical scenario where this rule is useful is when adding 2 images with the same name but in different image formats to a Dossier, such as 'my-file.jpeg' and 'my-file.png'.

Without the rule in place they would both be added as 'my-file'.

With the rule in place, the first file is added as 'my-file' while the second file is added as 'my-file_0001'.

Rule #2a: Restoring the file name is allowed

If for some reason you do not mind that files of the same type and the same name are shown with duplicate names in a Dossier or Task (for example because you use the Format column to keep track of what file type each file is in), then you are free to restore the file name to its original name.

Step 1. Access the Properties dialog box for the file, for example by right-click the file and choosing Properties... .

Step 2. Remove the postfix from the file name.

Example: Remove '_0001' from the file name 'my file_0001'.

Step 3. Click OK.

The file is saved with the entered name even when a file of the same type already exists with that name.

Rule #3: When a file is moved from a Task to the Dossier that the Task is in, the use of duplicate file names is allowed

Tasks are typically set up to have specific users provide files for a story.

Example: A Task is allocated to a photographer who subsequently goes out and makes photos of a particular subject and adds the photos to the Task.

Tasks also act as individual containers within a Dossier. At some point, the files in the Task will be made part of the Dossier itself. In this scenario, Studio Server allows duplicate file names to exist.